PDF School Finance Officer: Job Description

[Pages:3]SCHOOL FINANCE OFFICER: JOB DESCRIPTION

Starting Date: Salary Grade: Salary Range: Hours: Responsible to: Responsible for:

May 2013, or as soon as possible thereafter NJC5 22 ? 25, starting at Point 22 ?18,072 - ?19,821 per annum 37 hours per week, term time + 5 TED days + 15 additional days Business & Administration Manager Finance Assistants

The Post

We are seeking to appoint a Finance Officer who is AAT qualified, who will have overall responsibility for the efficient and secure administration of the school's finances on a day to day basis, reporting to and in liaison with the School Business Manager Ms Zoe Smith. Previous experience of school finance would be advantageous, but is not essential. The school uses Corero's financial software and training will be provided, if necessary.

Prince Henry's is a popular and over-subscribed 13-18 High School with 1250 on roll including 336 in the Sixth Form, which enjoys an excellent reputation locally and has consistently been judged outstanding by Ofsted. In March 2011, it became the first school in Worcestershire to convert to new-style Academy status and its budget and finances are therefore run directly by the school in liaison with the Education Funding Agency (EFA).

The school's financial year runs from 1st September ? 31st August, it is therefore expected that the post holder will be available to work during the summer holidays, particularly in August; exact dates to be negotiated and agreed with the Business Manager.

Main Duties and Responsibilities

The post holder is required to carry out the following tasks:-

Orders

Overseeing the liaison with staff re placing orders Where relevant researching suppliers re. best value Overseeing the raising of curriculum orders for Heads of Department and other staff Overseeing the raising of orders for educational furniture and equipment Raising the annual order of ?11.5k curriculum stock order, monitoring stocks and topping up when necessary Ensuring curriculum orders are delivered to correct departments/locations Dealing with any queries with regard to orders

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Authorisation of orders ?1,000 and under Purchasing of all carpets and blinds Liaising with Heads of Department/Headteacher re annual curriculum bids

Expenditure

Overseeing the coding of invoices with the correct expenditure code, ensuring they are logged on the system, distributing to budget holders for authorisation. Raising manual cheques for payment where required. Organising a regular cheque run, ensuring creditor terms are maximised. Overseeing the matching of cheques to invoices, passing for signature, ensuring invoices are filed and cheques posted. Overseeing the raising of credit notes/cancelling invoices. Department recharges for photocopying and the minibuses. Overseeing and ensuring statements are checked and copy invoices requested when needed. Ensuring adequate funds in debit card account for purchases to be made and cash book journals entered onto Corero End of month reporting to Heads of Department

Income

Overseeing the matching of receipts with invoices Recording non invoiced income against relevant expenditure code Ensuring the desk in foyer is manned twice daily to collect money from pupils for trips etc. Counting and checking money collected and entering on relevant spreadsheets Private Funds Manager for trips Banking of cash, cheques and BACS for No 1 and No 2 accounts Entering monthly advance from EFA onto Corero against correct income ledger codes and dealing with monthly adjustments Ensuring weekly money collection is made by Loomis and chasing if not Payments4Schools online payment system

Petty Cash

Overseeing requests from staff for advances/reimbursements and the distribution of cash/cheques Overseeing posting records on system Arranging for reimbursement cheque to be cashed to bring imprest up to required level Obtaining/collecting cash from bank

System Housekeeping

Having an overall awareness of the need to match spending to Budget, alerting Business Manager to potential overspending Identifying which account (No 1 or No 2) income/expenditure relates to and recording accordingly including all trading activities Overseeing and ensuring that all records are kept up to date, eg regularly checking for and cancelling out of date orders. Dealing with any banking errors notified by the Royal Bank of Scotland.

General

In conjunction with the Business Manager and caretakers, sorting out damage to furniture and premises In conjunction with the Business Manager reporting regularly to budget holders

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Arranging PAT Testing In conjunction with the relevant staff, recording and banking money collected for various school activities including overseas trips. Receiving requests from staff for cheques/cash in respect of school trips etc relating primarily to the No 2 account Monitoring expenditure on the No 2 account, alerting the Business Manager to any potential problems Handing queries relating to any of the duties above Entering monthly payroll onto system against correct cost centres End of year account for No 2 account. Bank reconciliations for both No 1 and No 2 accounts. VAT returns on a monthly basis/close month period Obtaining extra cash from bank as and when required Distributing locker key/deposit returns Attending weekly meeting with cleaning contractors and arranging any weekend cleaning for the Arts Centre Chasing all outstanding debts from lettings and parents and liaising with Legal Services as and when required Dealing with payroll enquiries Making any emergency payroll payments Dealing with any returned (bounced) payments from bank promptly and tactfully Monitoring expenditure does not exceed income re Arts Centre and Sports Hall on all accounts. Calculating and issuing Arts Centre with Amenity Fund reimbursement/payment Advising Head Boy/Head Girl and arranging payments for Sixth Form Balls Administering and paying relevant Charities collections Assisting with all audits and implementing changes required Any other job deemed necessary for the smooth running of the Finance Department Dealing with Companies House and the Charitable Trust. Line management of Finance staff

Applications

Applications are invited from suitably qualified candidates and should be submitted using the school's official application form and accompanied by a supporting covering letter ? no CVs please. In your letter of application (approx 2 sides of A4), please detail your experience of school information management systems to date and how you would like to develop this role at Prince Henry's High School.

The application form, together with other useful information, can be downloaded from the school's website princehenrys.worcs.sch.uk or is available from the Headteacher's PA, Mrs Zoe Bradley (email secretary@princehenrys.worcs.sch.uk or telephone 01386 765588). Applications can be submitted to Zoe Bradley in a hard copy format or electronically by email.

Potential applicants are welcome to visit the school prior to submitting an application. If you would like to arrange an appointment, or have any queries regarding this position, please contact Zoe Smith, Business Manager on 01386 765588.

Closing date for applications: 9.30 am on Friday 17th May 2013. Interviews will be conducted shortly thereafter.

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